Project Administrative Assistant

Calista Corporation•Fairbanks, AK

1d•Onsite

About The Position

The Project Administrative Assistant will play a central role in supporting technical, administrative, accounting, and project-related functions to ensure smooth day-to-day operations. This position serves as the first point of contact for visitors and callers while also providing behind-the-scenes support to multiple departments. Success in this role requires personal initiative, a professional and positive attitude, and a willingness to learn. Assignments are often deadline-driven, so the Project Administrative Assistant must be able to set priorities, take ownership of projects, work efficiently, and consistently produce high-quality results in a fast-paced environment.

Requirements

Basic understanding of administrative and accounting principles, practices, and procedures.
Working knowledge of office systems, processes, and administrative best practices.
Skilled at maintaining confidentiality and handling sensitive information with discretion.
Ability to work in a Native Corporation multi-business environment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to use collaborative tools like Microsoft Teams, Zoom, or Slack for communication and scheduling.
Excellent verbal and written communication skills for interacting with employees, business partners, and clients.
Strong time management, organizational, and prioritization skills.
Accurate data entry skills with high attention to detail.
Ability to adapt quickly to changing priorities and learn new systems or processes.
Familiarity with document management systems and electronic filing best practices.
Greet and assist visitors in a professional, service-oriented manner.
Customer service skills focused on creating positive experiences for visitors and internal staff.
Follow verbal and written instructions to complete assignments efficiently.
Ability to work independently with minimal supervision while escalating issues appropriately.
Manage multiple tasks and deadlines simultaneously in a fast-paced environment.
Collaborate effectively in a team setting while also working independently.
Maintain a professional appearance consistent with company standards.
Safely and efficiently operate a motor vehicle.
High School Diploma or equivalent required.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass drug, driving, and background screenings.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred.
Prior experience in administrative support or office coordination roles preferred.

Responsibilities

Greet and assist visitors, ensuring they are directed to the appropriate location or contact.
Maintain and update office directories.
Collect and distribute daily mail to staff.
Receive and log packages, including certified deliveries.
Manage calendars for personnel, vehicle usage, and field telephone/Wi-Fi devices.
Schedule conference rooms and provide meeting setup support.
Carry out errands and deliveries to support daily business functions.
Order and maintain inventory of office and kitchen supplies.
Serve as the primary contact for office equipment maintenance and troubleshooting.
Coordinate travel requests and arrangements.
Schedule and track all employee training and certifications.
Expedite requests and processes as needed to support operational efficiency.
Assist in preparing and processing employee expense reports.
Support credit card reconciliation processes.
Assist with invoice processing, including scanning, filing, and maintaining electronic and hard copy records.
Assist Project Managers in preparing materials and logistics for fieldwork.
Assemble Job Boxes with required documentation and supplies.
Assist in ordering and expediting field supplies to meet project timelines.
Assist with union dispatching for union employees for projects.
Assist with union employee hiring requests and internal tracking for projects.
Administer new employee drug testing during the onboarding process as needed.
Facilitate referrals for drug testing to be scheduled for non-local hiring as needed.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.